Lead Administrative Assistant - Health Sciences

ACCS•Tanner, AL

12h

About The Position

The Lead Administrative Assistant supports the Health Sciences Division by performing clerical, office-management, records, budget, and other administrative duties. The role serves as the Division’s Office Manager, monitors Division data in the College database, maintains Division budgets, and consults with the Dean and other Division personnel to promote consistent application of Division and College policies. The position handles communications and visitors, processes paperwork and purchase orders, maintains schedules and filing systems, prepares and edits documents and presentations, and coordinates supplies, travel, facilities, and IT or janitorial support. It also assists with program registration and recruiting activities for nursing and allied health programs, and supports Division grants and the annual Perkins budget. The position requires at least two years (64 semester hours) of postsecondary education and three years of office administration experience. Applicants must complete a skills assessment by November 23, 2026. The stated salary range is $47,029–$65,218, with placement based on documented years of full-time related work experience. Work hours are Monday through Thursday, 7:45 a.m.–5:15 p.m., and Friday, 7:45 a.m.–11:45 a.m. Employment is contingent on a satisfactory criminal-background-check clearance.

Requirements

At least two years (64 semester hours) of postsecondary education from an accredited institution.
At least three years of office administration work experience.
Ability to use Word or other word-processing tools to prepare and communicate information.
Ability to use Excel or other database software to enter, format, sort, and analyze information and prepare reports.
Completion of a skills assessment no later than November 23, 2026.
Applicants must submit a complete application packet, including an online application, current résumé, and college transcripts verifying the degree requirement.
Applicants must provide documentation of qualifications and, if offered employment, documentation from previous employers of full-time related work experience.

Nice To Haves

Ability to use Excel or other database software, such as Access, to enter, format, sort, and analyze information and prepare reports.
Ability to use Word or other word-processing tools to prepare and communicate information.
Expert knowledge of using PowerPoint to create visual presentations.
Knowledge of community college policies and procedures.
Knowledge of Banner or a related program.
Knowledge of grammar rules and generally accepted office practices and procedures.
Knowledge of general budgeting and accounting processes, procedures, and tracking.
Knowledge of ARGOS and FERPA.
Knowledge of Calhoun, including the ability to conduct tours.
Skills in operating a mouse, computer, tablets, multi-line phone system, fax machine, copier, scanner, calculator, printer, camera, typewriter, and AV equipment.
Ability to follow instructions and prescribed routines; make decisions based on correspondence, data, or other information; and use Banner Administrative Software to input and locate information.
Ability to search the internet, use email systems, multitask, prioritize, maintain confidential information, and work independently with minimal supervision.
Ability to work and communicate with people from diverse backgrounds; greet people with friendliness, tact, and courtesy; and respond to customer needs with patience and flexibility.
Ability to draft correspondence and proofread and correct materials according to grammar rules and business etiquette.
Ability to handle high-pressure situations calmly, manage a supervisor’s schedule and priorities, demonstrate initiative and attention to detail, maintain a positive and professional attitude, and enthusiastically learn different aspects of operations.

Responsibilities

Perform general administrative duties and serve as Office Manager for the Division.
Gather information to prepare the annual Perkins budget and maintain it, coordinating with the Business Office to ensure timely ordering and compliance with Perkins regulations.
Serve as the point of contact for Division and other grants, helping ensure timely ordering and fulfillment of grant requirements.
Monitor and manage Division budgets.
Greet visitors, respond to their needs, answer a multi-line phone system, and direct calls appropriately.
Screen, route, and coordinate pickup of incoming mail, including email.
Receive, input, and process paperwork and other information in a timely manner.
Maintain confidentiality when required.
Type and transcribe correspondence and other documents; proofread and edit materials.
Take meeting minutes, prepare agendas, and maintain calendars and schedules for individuals, groups, and meeting spaces.
Request or arrange IT support; submit maintenance work orders or arrange janitorial support.
Assist with registration for programs as directed.
Coordinate, create, and maintain filing systems.
Alert the supervisor to issues requiring upper-management attention.
Use Excel or other database software to track, sort, format, analyze, and report data; enter information into Banner or other software.
Input and process purchase orders and other information in Banner.
Research information using the internet or other channels to answer questions or resolve issues.
Use computer programs to mail-merge documents and create labels.
Make travel arrangements, including airline tickets, hotels, and cars.
Order supplies and create, proofread, and edit presentations using PowerPoint or similar software.
Conduct facility reviews and maintain classroom and office areas, including equipment.
Duplicate materials for others.
Assist with recruiting activities for nursing and allied health programs.
Perform related work as assigned.